NBI CLEARANCE COPY REQUEST GUIDE Comprehensive Legal Article – Philippine Context (Updated 11 June 2025)

1. Introduction

The National Bureau of Investigation (NBI) Clearance is the Philippine Government’s standard national “no-criminal-record” certificate. It attests, after biometric and records verification, that the bearer has no pending criminal case or derogatory record on file with the NBI as of the date of issuance, or else it discloses such record. Employers, embassies, licensing boards, and courts routinely require it.

Requesting a copy—whether an additional print of a still-valid clearance, a replacement for a lost original, or a certified true copy (CTC)—is governed by the same legal framework that governs first-time issuance, with a few procedural shortcuts. This article consolidates every rule, practice, and nuance practitioners, HR officers, and applicants need to know.

2. Statutory and Regulatory Basis

Instrument	Key Provisions Relevant to Copy Requests
Republic Act No. 10867 (NBI Reorganization and Modernization Act, 2016)	Declares the NBI as the sole repository of national criminal and biometric data; authorises collection of fees and issuance of clearances and certified copies (§4-5, §11).
Data Privacy Act, RA 10173 + NPC Circulars	Requires informed consent for data processing and safeguards the biometric / criminal data gathered during clearance applications.
Administrative Order (AO) No. 008-2018 (NBI)	Consolidates the Online Appointment System (OAS), permits “Reprinting or Additional Copy Requests” via the same account within the one-year validity period.
Department of Justice (DOJ) Circular 70-2015	Sets the official fee schedule and authorises electronic payment channels.
Revised Penal Code, Arts. 171-172	Penalises falsification or fraudulent reproduction of an NBI Clearance.
Apostille Convention (in force for PH since 14 May 2019)	Makes DFA Apostille the sole authentication for NBI clearances intended for use abroad.

3. Validity and Legal Effect of the Document

Validity Period – One (1) year from the DATE OF ISSUANCE printed on the clearance.
Legal Effect of an “Expired” Clearance – Expiration does not erase the underlying biometric/criminal record; it only signals that the Government will no longer certify the record as up-to-date.
Multiple Purposes – A single clearance may be used for several domestic purposes while valid; many foreign posts, however, demand a freshly dated certificate.

4. Who May Request a Copy?

The Original Applicant – Personally or through a duly authorised representative.
Authorised Representative – Must present (a) the applicant’s written authorisation or SPA, (b) two valid IDs of both parties, and (c) the reference number of the original transaction.
Parents/Guardians of Minor Applicants – Present proof of filiation/guardianship.

5. Types of Copy Requests and Their Workflows

Scenario	Term Used by NBI MIS	Procedure	Fee (2025)	Notes
Additional Printed Copy (same validity) while original is still in applicant’s possession	“Reprint”	Log in ► choose “MULTI-PURPOSE (Additional Copy)” ► pick branch & schedule ► pay	PhP 130 + e-payment surcharge	No new biometrics; NBI prints from stored PDF.
Replacement for LOST Original (still within validity)	“Lost Clearance Re-issuance”	Same as reprint plus sworn Affidavit of Loss	Same as above	Clearance carries same issuance date; validity unchanged.
Certified True Copy (CTC) for court evidence	“Verification & Certification”	Submit original (if any) + letter request stating docket no./court ► pay	PhP 200	Signed by the Records Division Chief and embossed “VERIFIED”.
Copy for Foreign Use (with Apostille)	“Travel Abroad”	Apply for clearance or reprint ► DFA Apostille (orange sticker)	NBI: PhP 200; DFA Apostille: PhP 200	Red-Ribbon discontinued after 2019; Apostille now universal.
Copy after EXPIRATION	“Renewal” (treated as new)	Full process (new appointment, biometrics)	PhP 155	Old data pre-loaded but biometrics re-captured.

6. Step-by-Step Online Process (Reprint / Lost Copy)

Log in to https://clearance.nbi.gov.ph.
Select “APPLY FOR CLEARANCE” → Purpose = “MULTI-PURPOSE” (default).
When the system detects you have a still-valid record, it will show a “Do you want another copy?” prompt. Click YES → status switches to REPRINT.
Choose Branch & Schedule – Same-day slots are often available at NBI Main, UN Avenue, Manila; district offices require 24–48 h lead time.
Pay via selected e-payment channel (GCash, Maya, 7-Eleven CLIQQ, Bayad, online banking). Service charge (≈ PhP 30) is non-refundable.
Visit the branch on your appointment date, present:
- Valid ID (at least one original, e.g., Passport, UMID, PhilSys ePhilID, Driver’s License).
- Printed Reference Number or screenshot.
- For lost copies: Affidavit of Loss (notarised).
Release Counter prints the clearance on secure paper in about 2–3 minutes.

TIP: Because biometrics are stored for five (5) years, no new photograph or fingerprint capture is required unless (a) the prior capture was of poor quality or (b) the applicant voluntarily requests an updated photo.

7. Walk-In (Manual) Requests

Permitted only for:

Senior Citizens, PWDs, and Pregnant Women (express lane under RA 9994 & RA 10754)
Court-Ordered Clearances (subpoena/alias warrant verification)
Emergency Travel Abroad (medevac, urgent overseas assignment).

Walk-ins proceed directly to the NBI Main Building, MICT Road, UN Avenue, or any Regional Office; paperwork is identical, but payment is at the Cashier counter rather than through the online gateway.

8. Data Privacy and Security Notes

The applicant’s biometrics and criminal data are “sensitive personal information” (§3(l), RA 10173).
The NBI may release a person’s clearance or criminal “HIT” record only with the applicant’s consent or pursuant to a lawful court process.
Digitally signed PDF copies stored in the applicant portal are encrypted; screen-scraping or unauthorised printing is subject to administrative and criminal sanctions.

9. Handling a “HIT”

A HIT appears when the automated name match finds a derogatory record or namesake. Copy requests for an existing clearance (when the HIT was already resolved) proceed normally. However, when the applicant’s first-time request triggers a HIT:

The system sets status to PENDING (5–15 working days).
The Verification and Information Division (VID) reviews fingerprints, mug shots, and docket numbers.
The applicant may be required to submit a DISPOSITION DOCUMENT (court decision, prosecutor’s resolution).
Only when the case is:
- Dismissed/Acquitted – clearance will state “NO CRIMINAL RECORD”.
- Convicted but sentence served/probation completed – clearance will show “WITH CRIMINAL RECORD (Case No. …)” unless the conviction has been judicially expunged.

10. Fee Schedule (DoJ Circular 70-2015, updated 2023)**

Service	Base Fee	E-Payment Surcharge*	Total Payable
New / Renewal – Multi-Purpose	₱ 155.00	₱ 30.00	₱ 185.00
Additional Copy / Lost Copy	₱ 130.00	₱ 30.00	₱ 160.00
Travel Abroad (for Apostille)	₱ 200.00	₱ 30.00	₱ 230.00
Certified True Copy (CTC)	₱ 200.00	Pay at counter	₱ 200.00
*Surcharge varies by channel but is capped at ₱ 40.00 under BSP MDR rules.

11. Post-Issuance Authentication for Overseas Use

Obtain the physical clearance (either new or additional copy).
Walk-in or courier to DFA Office of Consular Affairs, ASEANA, Parañaque with:
- DFA Apostille Application Form
- Photocopy of clearance
- Payment (₱ 200 regular, or ₱ 400 expedite 24 h)
DFA attaches an Apostille sticker (valid in all 127 States Parties). If the destination country is not an Apostille Party (e.g., Canada), obtain Certification from the Embassy instead.

12. Loss, Damage, or Errors

Situation	Remedy	Supporting Docs
Lost Before Expiration	File Affidavit of Loss → Request Reprint	Notarised Affidavit, one valid ID
Typographical Error (NBI’s fault)	Free correction within 30 days	Bring ID proving correct data
Error (Applicant’s fault)	File Amendment (treated as new application)	Pay new fee; no affidavit needed
Document Illegible/Ink Smudge	Free reprint within 7 days	Present defective copy

13. Proxy / Representative Rules

Simple Authority Letter suffices for additional copies. Special Power of Attorney (SPA) notarised is mandatory when:

Claiming a first-time clearance after identity verification;
Applicant is abroad;
Applicant’s biometrics flagged for retake.

14. Penalties and Offences

Offence	Statutory Basis	Penalty
Falsification or counterfeiting clearance	RPC Art. 171-172	Prisión correccional + fine ≤ ₱ 5,000
Use of falsified or cancelled clearance	Art. 172	Same penalty as principal forger
Unauthorised disclosure of HIT info by NBI employee	RA 10173 §32(a)	1–3 yrs imprisonment + ₱ 500k-2 M fine
Fixing / “express lane” bribery	RA 3019, RA 6713	1-10 yrs + perpetual disqualification

15. Frequently Asked Questions (Practical Pointers)

Can I request ten copies at once? – Yes. The system lets you generate as many additional copy appointments as you need while the clearance is valid; each print incurs the same reprint fee.
Is a photocopy acceptable to employers? – Legally, employers may demand the original blue security paper. Photocopies are admissible only if accompanied by a CTC or Apostille.
Is the “digital PDF” shown in my account valid? – No. It is for reference only; printing it on ordinary bond paper voids the security features.
How soon after paying can I pick up a copy? – Immediately, if slots are available. Payment posts to NBI within 2-3 minutes for GCash/Maya, 1–2 hours for over-the-counter channels.
Does a HIT automatically mean I have a criminal record? – Not necessarily; it may simply be a namesake. The Verification Division resolves namesake hits without requiring personal appearance in ~70 % of cases.

16. Conclusion

Obtaining an additional copy or replacement of an NBI Clearance is straightforward once one understands the jurisdictional limits, procedural shortcuts, and documentary safeguards built into the system. The online portal, backed by RA 10867’s biometrics mandate and the Data Privacy Act, allows fast re-printing within minutes—while still protecting applicants’ sensitive data.

For enterprises and counsel, the key compliance points are: (a) verify that any copy presented is on original NBI security paper or is a duly certified/Apostilled copy; (b) respect data privacy by storing or disposing of the document securely; and (c) beware of expired clearances when onboarding new hires.

This article is intended for general informational purposes and does not constitute legal advice. For complex cases (e.g., pending criminal charges, expungement, or international treaty issues), consult a qualified Philippine lawyer or the NBI Legal Division.